THE PROTECTION OF PERSONAL INFORMATION ACT (POPIA)
Client Privacy Notice
This Notice explains how we obtain, use and disclose your personal information under the requirements of the Protection of Personal Information Act (“POPIA”).
At Bales and Associates CC t/a Epping Property (and including this website), we are committed to protecting your privacy and ensuring that your personal information is collected and used correctly, lawfully and transparently.
About the Company
Bales and Associates CC t/a Epping Property is a niche commercial and industrial property services firm in Cape Town, Western Cape, South Africa. Our people are committed to providing innovative solutions for our clients across a specific range of services and locations. For us to continue to offer such solutions, we collect and use personal information.
The information we collect
We collect and process your personal information mainly to contact you for the purposes of understanding your requirements and delivering services accordingly. For this purpose, we will collect contact details, including your name and organisation.
We collect information directly from you, and you provide us with your details. Where possible, we will inform you what information you are required to provide to us and what information is optional.
Website usage information may be collected using “cookies”, which allows us to collect standard internet visitor usage information.
How we use your information
We will use your personal information only for the purposes for which it was collected and agreed with you. In addition, where necessary, your information may be retained for legal or research purposes.
For example:
• To gather contact information;
• To confirm and verify your identity or to verify that you are an authorised user for security purposes;
• For the detection and prevention of fraud, crime, money laundering or other malpractice;
• To conduct market or customer satisfaction research or statistical analysis;
• For audit and record-keeping purposes;
• In connection with legal proceedings.
• For Property Marketing Purposes
Disclosure of information
We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have agreements to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
We may also disclose your information:
• Where we have a duty or a right to disclose in terms of law or industry codes;
• Where we believe it is necessary to protect our rights.
Information Security
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an ongoing basis, continue to review our security controls and related processes to ensure that your personal information remains secure.
Our security policies and procedures cover the following:
• Physical security;
• Computer and network security;
• Access to personal information;
• Secure communications;
• Security in contracting out activities or functions;
• Retention and disposal of information;
• Acceptable usage of personal information;
• Governance and regulatory issues;
• Monitoring access and usage of private information;
• Investigating and reacting to security incidents.
When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for is kept secure.
We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obliged to.
Your Rights: Access to information
You have the right to request a copy of the personal information we hold about you. To do this, simply contact us at the numbers/addresses provided on our website and specify what information you require. We will need a copy of your ID document to confirm your identity before providing details of your personal information.
Please note that any such access request may be subject to payment of a legally allowable fee.
Correction of your information
You can ask us to update, correct or delete your personal information. We will require a copy of your ID document to confirm your identity before changing the personal information we may hold about you. We would appreciate it if you would keep your personal information accurate.
Definition of personal information
According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to the POPI Act, Bales and Associates CC t/a Epping Property also includes the following items as personal information:
• All addresses, including residential, postal and email addresses.
• Change of name – we require copies of the marriage certificate or official change of name document issued by the state department.
How to contact us
If you have any queries about this notice; you need further information about our privacy practices; wish to withdraw consent; exercise preferences, or access or correct your personal information, please contact us at the numbers/addresses listed on our website.
Bales and Associates CC t/a Epping Property will take all reasonable steps to ensure that information that is sensitive, private or confidential is protected from unauthorised use or disclosure. If we have information that is no longer needed, Bales and Associates CC t/a Epping Property will take reasonable steps to destroy the information.